Employee Records Management

HR records—such as W-2s and time & attendance—have strict retention guidelines. With an active archive like HealthData Archiver^®, organizations can replace legacy HRMS and ERP systems without disrupting access to critical employee records.

Secure Audit Logs

Archived employee records are securely stored, monitored, and protected against unauthorized activity. HealthData Archiver^® captures key user actions from login to logout, logging details such as user ID, data subject ID, performed function, and timestamp.

Role-Based Security

Access is restricted to authorized users only, ensuring confidentiality. For example, a clerical employee searching for payroll information would be unable to view a supervisor’s W-2.

Reporting

HealthData Archiver^® offers flexible reporting tools, including Data Views, Sorting & Filtering, and Contextual Search. HR teams can quickly generate standard or customized reports with just a few clicks.

Purging

HealthData Archiver^® includes industry-leading purge features to ensure compliance with record retention policies:

• Flexible Purge Rules – Supports multiple if-then scenarios, allowing tailored management and exceptions.
• Automatic or Manual Purge – Automates record identification and purging based on predefined rules or enables manual control for on-demand purging.
• Proof of Purge – Generates certificates of destruction detailing when and why a record was purged (e.g., a record reaching its 10-year retention period on 12/31/19 at 10:00 AM ET).
• Purge Delay & Un-Purging – A soft purge temporarily removes records while allowing retrieval within a user-defined timeframe. Once expired, a hard purge permanently deletes records following National Institute of Standards and Technology (NIST) guidelines.